# How to Print Form 940 in QuickBooks: Step-by-Step Guide Form 940 is a critical federal payroll tax form that reports an employer’s Federal Unemployment Tax Act (FUTA) liability. If you use QuickBooks Payroll, printing Form 940 correctly ensures accurate tax filing and compliance with IRS requirements. This guide explains how to print Form 940 in QuickBooks, along with common issues, solutions, and helpful tips. ![How to Print Form 940 in QuickBooks +1-888-463-3385 ](https://hackmd.io/_uploads/rJA35RaOZe.png) ## What Is Form 940? Form 940 is an annual IRS form used by employers to report FUTA taxes. These taxes fund unemployment benefits for workers who lose their jobs. Employers generally pay FUTA tax; it is not withheld from employees’ wages. ## Why Is Printing Form 940 Important? Printing Form 940 allows you to: * Review FUTA tax calculations before filing * Keep physical records for audits or compliance * Submit a paper return if e-filing is unavailable * Share documentation with accountants or tax professionals ## How to Print Form 940 in QuickBooks Desktop Follow these steps to print Form 940 in QuickBooks Desktop Payroll: ### Step 1: Open QuickBooks Desktop Log in as an admin user and ensure your payroll is updated. ### Step 2: Go to Payroll Center Click Employees from the top menu, then select Payroll Center. ### Step 3: Select Federal Forms Under the File Forms tab, click Annual Form 940. ### Step 4: Review the Form QuickBooks automatically fills the form using payroll data. Carefully review wages, FUTA liability, and payments. ### Step 5: Print Form 940 Click Print or Print for Your Records, then choose your printer and confirm settings. ## How to Print Form 940 in QuickBooks Online QuickBooks Online also allows you to print Form 940 easily: Sign in to QuickBooks Online Go to Taxes → Payroll Tax Select Forms Choose Annual Form 940 Click View or Preview Select Print or download the PDF for printing ## Common Issues When Printing Form 940 in QuickBooks ### Form 940 Not Showing Payroll subscription may be inactive Incorrect tax year selected Solution: Verify payroll status and choose the correct year. ### Incorrect FUTA Amounts State unemployment credit not applied Payroll setup errors Solution: Review payroll tax settings and state FUTA credit details. ### Printer or PDF Errors Damaged PDF component Printer driver issues Solution: Use the QuickBooks Print & PDF Repair Tool and update printer drivers. ### Missing Payroll Data Payroll entries not posted correctly Solution: Run payroll reports to confirm all wages and payments are recorded. ## Tips for Accurate Form 940 Printing Always update QuickBooks before printing Verify employer identification number (EIN) Compare FUTA totals with payroll reports Save a PDF copy for backup records ## Do You Need to File or Mail Form 940 After Printing? Yes. Printing Form 940 does not mean it has been filed. You must: E-file through QuickBooks or IRS-approved services, or Mail the printed form to the IRS by the annual deadline (usually January 31) ## When Is Form 940 Due? Form 940 is due January 31 of the year following the tax year. Late filing may result in IRS penalties and interest. ## Get Help with Printing Form 940 in QuickBooks If you’re unable to print Form 940 or encounter payroll errors, QuickBooks payroll experts can help with: FUTA calculation issues Form 940 corrections Printing and PDF errors Payroll setup and compliance Professional support ensures your payroll taxes are accurate and stress-free. ## Final Thoughts Printing Form 940 in QuickBooks is a straightforward process when payroll is set up correctly. By following the steps in this guide, reviewing your data carefully, and fixing common issues, you can ensure accurate FUTA reporting and IRS compliance. ## ✅ Frequently Asked Questions (FAQs) **What is Form 940 in QuickBooks?** Form 940 is an annual federal tax form used to report FUTA (Federal Unemployment Tax Act) taxes paid by employers. **Can I print Form 940 directly from QuickBooks?** Yes, QuickBooks Desktop and QuickBooks Online allow you to view, download, and print Form 940 using payroll data. **Why can’t I see Form 940 in QuickBooks?** This may occur if your payroll subscription is inactive, the tax year is incorrect, or payroll setup is incomplete. **Does printing Form 940 mean it is filed?** No. Printing Form 940 is for records only. You must e-file or mail the form to the IRS separately. **When is Form 940 due?** Form 940 is typically due by January 31 of the year following the tax year. **What should I do if FUTA amounts are incorrect?** Review payroll tax settings, confirm state unemployment credits, and rerun payroll reports to verify calculations. **Can I print Form 940 without QuickBooks Payroll?** No. An active QuickBooks Payroll subscription is required to generate and print Form 940. **How do I fix printing or PDF errors in Form 940?** Use the QuickBooks Print & PDF Repair Tool, update your printer drivers, and ensure QuickBooks is updated. **Should I keep a copy of Form 940?** Yes. Employers should keep printed or PDF copies of Form 940 for at least four years for IRS compliance. **Where can I get help with Form 940 printing issues?** You can contact QuickBooks Payroll Support 888-463-3385 or consult a payroll professional to resolve printing, filing, or FUTA errors.